School Air-Conditioning Bi-Annual Check Checklist

Use this checklist only where the school has air-conditioning systems. Adapt the checks to the systems installed. This checklist does not replace required energy-assessor inspections or maintenance arrangements.

If the previous response indicates that this check does not apply, record the reason and stop. Do not complete the remaining system checks.

Record the date of this bi-annual check and identify the person or organisation carrying it out.

Record the building, area, system reference or asset reference for each air-conditioning system included in this check.

Review the maintenance record or schedule for each system checked and record whether the planned maintenance arrangement is current, overdue, or requires confirmation.

Review the available records for the required energy-assessor inspection. Record the status and the date of the most recent inspection if known. Continue the bi-annual check and maintenance arrangements separately.

Inspect accessible indoor and outdoor components without dismantling equipment. Check for visible damage, corrosion, water leakage, staining, loose parts, obstructed access or other abnormal conditions.

With the system operating under its normal controls, observe whether air movement is present at the intended outlets and record any unusual noise, vibration, odour, cycling or control response.

Check the available user controls, display, indicator lights and alarms. Record any error message, warning, failed control or unexplained indication.

Inspect accessible filters, grilles and screens in accordance with the equipment instructions and site arrangements. Record their observed condition and any cleaning or replacement need.

Inspect accessible condensate trays, pipes, pumps and drainage points for leakage, blockage, overflow, damage or other abnormal condition. Do not dismantle equipment unless authorised and competent to do so.

Record relevant observations about the system's operation, including areas served, operating mode, user-reported issues and any comparison with previous check records. Do not enter a pass threshold unless one is specified by the equipment instructions or the organisation's arrangements.

List each defect, abnormal condition, inaccessible component or unavailable record identified during this check. Include the affected system or area and any immediate restriction or precaution applied.

For each defect or required follow-up, record the corrective action, responsible person or organisation, target date if set, and completion status. Do not close an action without recording supporting evidence in the relevant maintenance or estates record.

Escalate defects, unsafe conditions, repeated failures, unavailable inspection or maintenance records, or conditions requiring specialist attention through the school's estates or responsible-person arrangements. Record who was notified and when.

Record whether this checklist is complete, incomplete because access or information was unavailable, or requires further action. File the completed record with the school's relevant maintenance and estates records.